Privacy Policy

The topic of data protection is very important for tenderpilot GmbH and has the highest priority. We guarantee the following data protection standards to all customers, partners and other parties involved and provide you with specific information on our privacy practices in the below.

1. Data Protection at a glance 

General notes

This document provides a simple overview of what happens to your personal data when you visit this website. Personal data is any data that can be used to identify you personally. For detailed information on the subject of data protection, please refer to the specific sections of our Privacy Policy  below.

Data collection on this website 

Who is responsible for the data collection on this website? 

The data processing on this website is carried out by the website operator. You can find his contact details in the imprint of this website. 

How do we collect your data? 

We collect the data that you choose to provide to us. This can be, for example, data that you enter in a contact form.

Other data is collected automatically or upon your consent when you visit the website by our IT-systems. This is mainly technical data (e.g. internet browser, operating system or time of page view). The collection of this data takes place automatically as soon as you enter this website. 

What do we use your data for? 

Some of the data is collected to ensure error-free provision of the website. Other data may be used to analyze your user behavior. 

What rights do you have regarding your data? 

You have the right at any time to receive information free of charge about the origin, recipient and purpose of your stored personal data. You also have a right to request the correction or deletion of this data. If you have given your consent to data processing, you can revoke this consent at any time for the future. You also have the right to request the restriction of the processing of your personal data under certain circumstances. Furthermore, you have the right to lodge a complaint with the competent supervisory authority. 

Third-party analytics and tools 

When visiting this website, your surfing behavior can be  evaluated for the purposes of statistics. This is done mainly with cookies and with so-called analysis programs.

Detailed information about these analysis programs can be found in the following Privacy Policy.

2. Hosting und Content Delivery Networks (CDN)

External hosting

This website is hosted by an external service provider (hoster). The personal data collected on this website is stored on the hoster’s servers. This may include IP addresses, contact requests, meta and communication data, contract data, contact data, names, website accesses and other data generated via a website.

The hoster is used for the purpose of fulfilling contracts with our potential and existing customers (Art. 6 para. 1 lit. b GDPR) and in the interest of a secure, fast and efficient provision of our online offer by a professional provider (Art. 6 para. 1 lit. f GDPR).

Our hoster will only process your data to the extent necessary to fulfill its service obligations and will follow our instructions regarding this data.

Conclusion of a Data Processing Agreement

To ensure data protection-compliant processing, we have concluded a data processing agreement (DPA) with our hoster.

3. General Notes and Mandatory Information

Privacy

The operators of these pages take the protection of your personal data very seriously. We treat your personal data confidentially and in accordance with the statutory data protection regulations and this Privacy Policy.

When you use this website, various personal data are collected. Personal data is data with which you can be personally identified. This Privacy Policy explains what data we collect, how we collect it and what we use it for. 

We would like to point out that data transmission over the Internet (e.g. when communicating by e-mail) can have security gaps. A complete protection of the data against access by third parties is not possible.

Data controller

The data controller is:

tenderpilot GmbH

c/o ICO

Albert Einstein St. 1

49076 Osnabrück, Germany

Phone: +49 541 939 35 500

E-mail: hello@tenderpilot.com

The data controller means a natural or legal person who alone or jointly with others determines the purposes and means of the processing of personal data (e.g. names, e-mail addresses, etc.).

In order to safeguard the interests of all those affected by data processing, we have appointed a central contact person for all questions relating to data protection. You can contact him as follows:

tenderpilot GmbH

Jörg Bührmann

c/o ICO

Albert Einstein St. 1

49076 Osnabrück, Germany

Phone: +49 541 939 35 500

E-mail: hello@tenderpilot.com

Websites: all websites of tenderpilot GmbH

You can get in touch with our contact person directly at any time with all questions and suggestions regarding data protection.

Revocation of your consent to data processing

Many data processing operations are only possible with your express consent. You can revoke an already given consent at any time. For this purpose, an informal communication by e-mail to us is sufficient. The legality of the data processing carried out until the revocation remains unaffected by the revocation.

Right to object to data collection in individual l cases and to direct marketing (Art. 21 GDPR)

IF THE DATA PROCESSING IS CARRIED OUT ON THE BASIS OF ART. 6 PARA. 1 LIT. E OR F GDPR, YOU HAVE THE RIGHT TO OBJECT TO THE PROCESSING OF YOUR PERSONAL DATA AT ANY TIME FOR REASONS ARISING FROM YOUR PARTICULAR SITUATION; THIS ALSO APPLIES TO PROFILING BASED ON THESE PROVISIONS. THE RESPECTIVE LEGAL BASIS ON WHICH PROCESSING IS BASED CAN BE FOUND IN THIS PRIVACY POLICY. IF YOU OBJECT, WE WILL NO LONGER PROCESS YOUR PERSONAL DATA UNLESS WE CAN DEMONSTRATE COMPELLING LEGITIMATE GROUNDS FOR THE PROCESSING WHICH OVERRIDE YOUR INTERESTS, RIGHTS AND FREEDOMS, OR THE PROCESSING SERVES THE PURPOSE OF ASSERTING, EXERCISING OR DEFENDING LEGAL CLAIMS (OBJECTION UNDER ARTICLE 21 (1) GDPR).

IF YOUR PERSONAL DATA IS PROCESSED FOR THE PURPOSE OF DIRECT MARKETING, YOU HAVE THE RIGHT TO OBJECT AT ANY TIME TO THE PROCESSING OF PERSONAL DATA CONCERNING YOU FOR THE PURPOSE OF SUCH MARKETING; THIS ALSO APPLIES TO PROFILING INSOFAR AS IT IS CONNECTED WITH SUCH DIRECT MARKETING. IF YOU OBJECT, YOUR PERSONAL DATA WILL SUBSEQUENTLY NO LONGER BE USED FOR THE PURPOSE OF DIRECT MARKETING (OBJECTION PURSUANT TO ARTICLE 21 (2) GDPR).

Right of appeal to the competent supervisory authority

In the event of breaches of the GDPR, data subjects shall have a right of appeal to a supervisory authority, in particular in the Member State of their habitual residence, their place of work or the place of the alleged breach. The right of appeal is without prejudice to other administrative or judicial remedies.

Right to data portability

You have the right to have data that we process automatically on the basis of your consent or in fulfillment of a contract handed over to you or to a third party in a common, machine-readable format. If you request the direct transfer of the data to another controller, this will only be done insofar as it is technically feasible.

SSL or TLS encryption

This site uses SSL or TLS encryption for security reasons and to protect the transmission of confidential content, such as orders or requests that you send to us as the site operator. You can recognize an encrypted connection by the fact that the address line of the browser changes from “http://” to “https://” and by the lock symbol in your browser line.

If SSL or TLS encryption is activated, the data you transmit to us cannot be read by third parties.

Information, Deletion and Correction

Under GDPRs, you have the right at any time to free information about your stored personal data, its origin and recipient and the purpose of data processing and, if necessary, a right to correction or deletion of this data. For this purpose, as well as for further questions on the subject of personal data, you can contact us at any time at the address given in the imprint.

Right to Restriction of Processing

You have the right to request the restriction of the processing of your personal data. To do this, you can contact us at any time at the address given in the imprint. The right to restriction of processing exists in the following cases:

Objection to Advertising E-mails

We hereby object to the use of contact data published within the framework of the imprint for the purpose of  sending advertising and information materials not expressly requested. The operators of the pages expressly reserve the right to take legal action in the event of the unsolicited sending of advertising information, such as spam e-mails.

4. Data Collection on this Website

Cookies

Our Internet pages use so-called “cookies”. Cookies are small text files and do not cause any damage to your terminal device. They are stored either temporarily for the duration of a session (session cookies) or permanently (permanent cookies) on your end device. Session cookies are automatically deleted at the end of your visit. Permanent cookies remain stored on your end device until you delete them yourself or until they are automatically deleted by your web browser.

In some cases, cookies from third-party companies may also be stored on your terminal device when you enter our site (third-party cookies). These enable us or you to use certain services of the third-party company (e.g. cookies for processing payment services).

Cookies have various functions. Many cookies are technically necessary, as certain website functions would not work without them (e.g. the shopping cart function or the display of videos). Other cookies are used to evaluate user behavior or to display advertising.

Cookies that are required to carry out the electronic communication process (necessary cookies) or to provide certain functions that you have requested (functional cookies, e.g. for the shopping cart function) or to optimize the website (e.g. cookies to measure the web audience) are stored on the basis of Art. 6 (1) lit. f GDPR, unless another legal basis is specified. The website operator has a legitimate interest in storing cookies for the technically error-free and optimized provision of its services. If consent to store cookies has been requested, the cookies in question are stored exclusively on the basis of this consent (Art. 6 para. 1 lit. a GDPR); consent can be revoked at any time.

You can set your browser so that you are informed about the setting of cookies and only allow cookies in individual cases, exclude the acceptance of cookies for certain cases or in general and activate the automatic deletion of cookies when closing the browser. When deactivating cookies, the functionality of this website may be limited.

If cookies are used by third-party companies or for analysis purposes, we will inform you about this separately within the framework of this data protection declaration and, if necessary, request your consent.

Server log files

The provider of the pages automatically collects and stores information in so-called server log files, which your browser automatically transmits to us. These are:

The collection of this data is based on Art. 6 para. 1 lit. f GDPR. The website operator has a legitimate interest in the technically error-free presentation and optimization of its website – for this purpose, the server log files must be collected.

Contact Form

If you send us inquiries via the contact form, your data from the inquiry form including the contact data you provided there will be stored by us for the purpose of processing the inquiry and in case of follow-up questions. We do not pass on this data without your consent.

If your request is related to the performance of a contract or is necessary in order to take steps at the request of the data subject prior to entering into a contract, the processing of this data is based on Art. 6 (1) lit. b GDPR, In all other cases, the processing is based on our legitimate interest in the effective processing of requests addressed to us (Art. 6 para. 1 lit. f GDPR) or on your consent (Art. 6 para. 1 lit. a GDPR) if this was requested.

The data you enter in the contact form will remain with us until you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies (e.g. after we have completed processing your request). Mandatory legal provisions – in particular retention periods – remain unaffected.

Request by E-mail, Phone or Fax

If you contact us by e-mail, telephone or fax, your inquiry including all resulting personal data (name, inquiry) will be stored and processed by us for the purpose of processing your request. We will not pass on this data without your consent.

The processing of this data is based on Art. 6 (1) lit. b GDPR, if your request is related to the performance of a contract or is necessary for the implementation of pre-contractual measures. In all other cases, the processing is based on our legitimate interest in the effective processing of requests addressed to us (Art. 6 para. 1 lit. f GDPR) or on your consent (Art. 6 para. 1 lit. a GDPR) if this was requested.

The data you send to us via contact requests will remain with us until you request us to delete it, revoke your consent to store it, or the purpose for storing the data no longer applies (e.g. after your request has been processed). Mandatory legal provisions – in particular legal retention periods – remain unaffected.

5. Newsletter

Newsletter Data

If you would like to receive the newsletter offered on the website, we require an e-mail address from you as well as information that allows us to verify that you are the owner of the specified e-mail address and agree to receive the newsletter. Further data is not collected or only on a voluntary basis. We use this data exclusively for sending the requested information and do not pass it on to third parties.

The processing of the data entered in the newsletter registration form is based exclusively on your consent (Art. 6 para. 1 lit. a GDPR). You can revoke your consent to the storage of the data, the e-mail address and their use for sending the newsletter at any time, for example via the “unsubscribe” link in the newsletter. The legality of the data processing operations already carried out remains unaffected by the revocation.

The data you provide for the purpose of receiving the newsletter will be stored by us or the newsletter service provider until you unsubscribe from the newsletter and will be deleted from the newsletter distribution list after you unsubscribe from the newsletter. Data that has been stored by us for other purposes remains unaffected by this.

After you have unsubscribed from the newsletter distribution list, your e-mail address will be stored by us or the newsletter service provider in a blacklist, if necessary, in order to prevent future mailings. The data from the blacklist will only be used for this purpose and will not be merged with other data. This serves both your interest and our interest in complying with legal requirements when sending newsletters (legitimate interest within the meaning of Art. 6 (1) lit. f GDPR). The storage in the blacklist is not limited in time. You can object to the storage if your interests outweigh our legitimate interest.

6. Plugins and Tools

YouTube with enhanced Privacy

This website embeds videos from YouTube. The operator of the pages is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

We use YouTube in extended privacy mode. According to YouTube, this mode means that YouTube does not store any information about visitors to this website before they watch the video. However, the disclosure of data to YouTube partners is not necessarily excluded by the extended data protection mode. Thus, YouTube – regardless of whether you watch a video – establishes a connection to the Google DoubleClick network.

As soon as you start a YouTube video on this website, a connection to the YouTube servers is established. This tells the YouTube server which of our pages you have visited. If you are logged into your YouTube account, you enable YouTube to assign your surfing behavior directly to your personal profile. You can prevent this by logging out of your YouTube account.

Furthermore, YouTube may store various cookies on your terminal device after starting a video. These cookies allow YouTube to obtain information about visitors to this website. This information is used, among other things, to collect video statistics, improve the user experience, and prevent fraud attempts. The cookies remain on your terminal device until you delete them.

If necessary, further data processing operations may be triggered after the start of a YouTube video, over which we have no control.

YouTube is used in the interest of an appealing presentation of our online offers. This represents a legitimate interest within the meaning of Art. 6 Para. 1 lit. f GDPR. If a corresponding consent has been requested, the processing is based exclusively on Art. 6 para. 1 lit. a GDPR; the consent can be revoked at any time.

For more information about privacy at YouTube, please see their privacy policy at: https://policies.google.com/privacy?hl=de.

Google Web Fonts

This site uses so-called web fonts provided by Google for the uniform display of fonts. The Google Fonts are installed locally. A connection to Google servers does not take place.

For more information on Google Web Fonts, please visit https://developers.google.com/fonts/faq and see Google’s privacy policy: https://policies.google.com/privacy?hl=de.

Google Maps

This site uses the map service Google Maps via an API. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

To use the functions of Google Maps, it is necessary to store your IP address. This information is usually transferred to a Google server in the USA and stored there. The provider of this site has no influence on this data transmission.

The use of Google Maps is in the interest of an appealing presentation of our online offers and an easy location of the places indicated by us on the website. This represents a legitimate interest within the meaning of Art. 6 para. 1 lit. f GDPR. If a corresponding consent has been requested, the processing is based exclusively on Art. 6 para. 1 lit. a GDPR; the consent can be revoked at any time.

More information on the handling of user data can be found in Google’s privacy policy: https://policies.google.com/privacy?hl=de.

Google reCAPTCHA

We use “Google reCAPTCHA” (hereinafter “reCAPTCHA”) on this website. The provider is Google Ireland Limited (“Google”), Gordon House, Barrow Street, Dublin 4, Ireland.

The purpose of reCAPTCHA is to check whether the data input on this website (e.g. in a contact form) is made by a human or by an automated program. For this purpose, reCAPTCHA analyzes the behavior of the website visitor based on various characteristics. This analysis begins automatically as soon as the website visitor enters the website. For the analysis, reCAPTCHA evaluates various information (e.g. IP address, time spent by the website visitor on the website or mouse movements made by the user). The data collected during the analysis is forwarded to Google.

The reCAPTCHA analyses run completely in the background. Website visitors are not notified that an analysis is taking place.

The storage and analysis of the data is based on Art. 6 para. 1 lit. f GDPR. The website operator has a legitimate interest in protecting its web offers from abusive automated spying and from SPAM. If a corresponding consent has been requested (e.g. consent to store cookies), the processing is carried out exclusively on the basis of Art. 6 para. 1 lit. a GDPR; the consent can be revoked at any time.

For more information about Google reCAPTCHA, please see the Google Privacy Policy and the Google Terms of Service at the following links: https://policies.google.com/privacy?hl=de and https://policies.google.com/terms?hl=de.

Google Analytics (with anonymization function)

We have integrated the Google Analytics component on these websites. The operating company of the Google Analytics component is Google Inc, 1600 Amphitheatre Pkwy, Mountain View, CA 94043-1351, USA. Google observes the data protection provisions of the “Privacy Shield” agreement and is registered with the “Privacy Shield” program of the US Department of Commerce. https://www.privacyshield.gov/participant?id=a2zt000000001L5AAI

We use an anonymization function for web analysis via Google Analytics, by means of which the IP address of the Internet connection of the person concerned is shortened and anonymized by Google.

Google Analytics is a web analysis service. Web analysis is the collection, compilation and evaluation of data about the behavior of visitors to websites. A web analysis service collects, among other things, data about which website a data subject came to a website from (so-called referrers), which subpages of the websites were accessed or how often and for how long a website was viewed. These web analysis metrics are mainly used as a data basis for optimizing the functions and content of a website.

Google Analytics sets a cookie on the computer of the person concerned. Cookies have already been explained above. By setting the cookie, Google is enabled to analyze the use of our websites. Each time one of the individual pages of these websites operated by us and on which a Google Analytics component has been integrated is called up, the Internet browser on the computer of the data subject is automatically caused by the respective Google Analytics component to transmit data to Google for the purpose of online analysis. As part of this technical procedure, Google obtains knowledge of personal data, such as the IP address of the data subject, which Google uses, among other things, to track the origin of visitors and their behavior on the site.

By means of the cookie, personal information, for example the access time, the location from which an access originated and the frequency of visits to our websites by the data subject, is stored. Each time the data subject visits our websites, this personal data, including the IP address of the internet connection used by the data subject, is transmitted to Google in the United States of America. This personal data is stored by Google in the United States of America. Google may pass on this personal data collected via the technical process to third parties.

You can prevent the setting of cookies by our websites, as already described above, at any time by means of an appropriate setting of the Internet browser used and thus permanently object to the setting of cookies. Such a setting of the Internet browser used would also prevent Google from setting a cookie on the computer of the person concerned. In addition, a cookie already set by Google Analytics can be deleted at any time via the internet browser or other software programs.

Furthermore, the data subject has the option to object to the collection of data generated by Google Analytics and related to the use of these websites as well as to the processing of this data by Google and to prevent such processing. For this purpose, the data subject must download and install a browser add-on under the link https://tools.google.com/dlpage/gaoptout. This browser add-on tells Google Analytics via JavaScript that no data and information about visits to websites may be transmitted to Google Analytics. The installation of the browser add-on is considered by Google as an objection. If the information technology system of the data subject is deleted, formatted or reinstalled at a later point in time, the data subject must reinstall the browser add-on in order to deactivate Google Analytics. If the browser add-on is uninstalled or deactivated by the data subject or another person within the data subject’s sphere of control, it is possible to reinstall or reactivate the browser add-on.

Further information and the applicable data protection provisions of Google Analytics can be found at https://www.google.de/intl/de/policies/privacy/ and at http://www.google.com/intl/de/analytics/privacyoverview.html.

Google AdWords

Google AdWords is an Internet advertising service that allows advertisers to place ads both in Google’s search engine results and in the Google advertising network. Google AdWords allows an advertiser to specify certain keywords in advance, by means of which an ad is displayed in Google’s search engine results exclusively when the user retrieves a keyword-relevant search result using the search engine. In the Google advertising network, the ads are distributed to topic-relevant websites by means of an automatic algorithm and in compliance with the previously defined keywords.

The purpose of Google AdWords is to advertise our websites by displaying interest-relevant advertising on the websites of other companies and in the search engine results of the Google search engine, as well as displaying third-party advertising on our websites.

If a data subject accesses our websites via a Google ad, a so-called conversion cookie is stored on the data subject’s computer by Google. Cookies have already been explained above. A conversion cookie loses its validity after a limited time and is not used to identify the data subject. The conversion cookie is used to track whether certain subpages, for example the shopping cart from an online store system, have been called up on our websites, provided that the cookie has not yet expired. Through the conversion cookie, both we and Google can track whether a data subject who has accessed our websites via an AdWords ad has generated a turnover, i.e. has completed or cancelled a purchase of goods.

The data and information collected through the use of the conversion cookie are used by Google to create visit statistics for our websites. These visit statistics are in turn used by us to determine the total number of users who were referred to us via AdWords ads, i.e. to determine the success or failure of the respective AdWords ad and to optimize our AdWords ads for the future. Neither our company nor other advertisers of Google AdWords receive information from Google by means of which the data subject could be identified.

By means of the conversion cookie, personal information, for example the websites visited by the data subject, is stored. Whenever our websites are visited, personal data, including the IP address of the internet connection used by the data subject, is transmitted to Google in the United States of America. This personal data is stored by Google in the United States of America. Google may pass on this personal data collected via the technical procedure to third parties.

You can prevent the setting of cookies by our websites, as already described above, at any time by means of an appropriate setting of the Internet browser used and thus permanently object to the setting of cookies. Such a setting of the Internet browser used would also prevent Google from setting a conversion cookie on the computer of the person concerned. In addition, a cookie already set by Google AdWords can be deleted at any time via the internet browser or other software programs.

Furthermore, the data subject has the option to object to interest-based advertising by Google. To do this, the data subject must call up the link www.google.de/settings/ads from any of the internet browsers he or she uses and make the desired settings there.

Further information and the applicable Google privacy policy can be found at https://www.google.de/intl/de/policies/privacy/.

Google Optimize

Google Optimize is a service for performing so-called A/B tests, especially in marketing. A is e.g. the original of a subpage of our website, B is a variant of this subpage, where usually a certain detail has been changed, e.g. the color of a button. In the comparison, we then analyze with which color the button was clicked on more often.

Further information and the applicable Google privacy policy can be found at https://www.google.de/intl/de/policies/privacy/.

Microsoft

We use the email and office software cloud for internal work, but also to process service requests – and orders.

Further information and the applicable Microsoft privacy policy can be found at https://privacy.microsoft.com/de-de/privacystatement.

7. Our Legal Basis for the Processing of your Data

Legitimate Interest

According to Article 6 (1) f of the GDPR, we may also process your data without explicit consent if this is necessary to protect the legitimate interests of us or a third party, unless your interests or your fundamental rights and freedoms, which require the protection of personal data, prevail.

We do not believe that the following activities affect people in any way. Rather, they help us to provide tailored and more efficient services to you and are therefore beneficial to all parties. However, you are free to object to the processing of your personal data on this basis, as also outlined above.

User and Customer Data:

We want to ensure that our business operations run smoothly so that we can continue to offer our products and services with the usual quality and at a competitive price. This requires us to process your data so that we can, for example, execute existing contracts with you, bill you for services rendered and deliver our products to you, so that we can answer your support requests and so that we can, for example, provide you with updates or patches for your software. Last but not least, we also need your data in order to effectively protect our intellectual property in the form of our software and our content from possible misuse and product piracy, for example, with the help of your data stored in the user account. It is therefore in our legitimate interest to use your data.

We are subject to our own legal obligations and it is in our legitimate interest to insist on their fulfillment. Therefore, if we have a good faith belief that it is necessary, we may disclose your information if it is for the purpose of law enforcement or the collection of taxes or actual or threatened disputes.

Website Visitors:

We collect a limited amount of information from visitors to our websites and use it to help you use our websites and to best manage the services we offer. This is, among other things, information about how you use our websites and how often you access the websites.

Consent

In certain circumstances, we may need to obtain your consent to process your personal data in connection with certain activities. Depending on the exact purpose for which this data is required, we obtain this consent explicitly by “opt-in” or implicitly by “soft opt-in”.

According to Article 4(11). of the GDPR, consent (by opt-in) is “any freely given specific, informed and unambiguous indication of wishes in the form of a statement or other unambiguous affirmative act by which the data subject signifies his or her agreement to personal data relating to him or her being processed.” In simplified terms, this means that:

Your consent will be documented and retained.

As mentioned above, in some cases soft opt-in consent is sufficient. We may advertise products and services to you that are related to the products we offer (primarily our software and the content we provide) and services we offer (for example, in the hosting area), unless you have actively opted out of these communications.

As mentioned above, you have the right to withdraw your consent for these activities. To do so, please contact our data protection officer.

Assertion, Exercise or Defense of Legal Claims

In certain circumstances, it may be necessary for us to process personal data in connection with the exercise and/or defense of legal claims. This may occur, for example, if we need legal advice in relation to a legal proceeding or are required by law to preserve or disclose certain information as part of the legal proceedings.

8. Terminologies

The Privacy Policy is based on the terms used by the European Directive and Ordinance when issuing the Data Protection Regulation (GDPR). Our Privacy Policy should be easy to read and understand for the public as well as for our customers and business partners. To ensure this, we would like to explain the terms used in advance.

We use the following terms, among others, in this Privacy Policy: